Making 1-on1s Meaningful

Think Your 1-on-1 Meetings are Designed for Productivity?

You may need to rethink that.

WHY DO EMPLOYEES DISLIKE 1-ON-1 MEETINGS?

• They can feel unproductive

• There is a lack clear direction

• They become a platform for negative feedback rather than constructive support

• Some employees perceive them as opportunities for micromanagement

• They are viewed as a waste of time

• They appear to be a way to monitor their performance without providing tangible benefits

Here's a more detailed breakdown:

·      Unproductive and Lack of perceived value:

Is there anything of value in return for their time and effort being offered to the employee?

·       Negative focus:

Are 1-on1s consistently focused on negative feedback or issues without providing clear solutions or actionable steps?

·       Micromanagement concerns:

Are you fostering a sense of distrust and resentment using these meetings to closely monitor an employee's work rather than instilling a collaborative discussion? 

·       Unpreparedness:

Are you consistently unprepared or do you dominate the conversation without allowing employee input, harboring a waste of time attitude from the employees?

·       Lack of trust:

Are you damaging the relationship or making the employee feel uncomfortable by making the meetings a way to gather information to use against employees or to play favorites?

·       Interruption of workflow:

Why disrupt a productive employee’s workflow? Are you the interruption they don’t need and that shifts their morale?

·       Emotional labor:

If sensitive topics are being addressed, are you introducing a draining and uncomfortable meeting?

HOW TO IMPROVE PERCEPTION & ACCEPTANCE OF 1-ON-1 MEETINGS

Focus on

• Regular scheduling

• Collaborative agendas

• Active listening

• Constructive feedback

• Prioritizing building trust by creating a safe space for open communication and discussing career growth

HOW?

1. Establish a Consistent Cadence:

• Schedule recurring meetings on the same weekday at the same time for up to six months out to avoid constant rescheduling and to demonstrate commitment

  • Be flexible when there is a conflict, such as a planned vacation, and prepare to reschedule that meeting 

• Regular meetings foster trust and allow for consistent feedback and progress tracking

2. Collaborate on an Agenda:

• Create a shared agenda that allows both the manager and the employee to contribute topics to ensure both parties are prepared and focused on the most important issues 

• Consider including sections for:

• Brief check-in and progress updates

• Feedback and performance discussions

• Career goals and development discussions 

• Open discussion of any issues or concerns 

• Action items and follow-ups

• Workload distribution concerns with upcoming projects

3. Practice Active Listening and Engagement:

• Minimize distractions and be fully present during the meeting

  • Go off-grid into a conference room: no phones, laptops, etc.

• Actively listen to understand the employee's perspective and concerns

• Encourage open communication and create a safe environment where the employee feels comfortable sharing thoughts and ideas

• Ask open-ended questions to facilitate deeper discussion

4. Provide and Seek Feedback:

• Regularly offer constructive feedback, both positive and areas for improvement

• Encourage the employee to share their thoughts on how to improve

• Use the meeting as an opportunity to discuss individual needs and provide support

5. Manage Time Effectively:

• Keep meetings concise and focused, aiming for 30-45 minutes, depending on the need

  • Efficiency in the workplace should facilitate the need for brief, but productive meetings

• If needed, extend the discussion if important topics require more time

• Follow up on action items from the previous meeting to ensure they are completed

  • This should be the first agenda item for every meeting

6. Consider Different Settings:

• While a regular meeting room is often practical, occasionally changing the setting (e.g., going for a walk, grabbing coffee, etc.) can foster a more casual and personal connection

7. Track and Review Progress:

• Take notes during the meeting to document key discussion points, action items, and feedback 

• Review these notes regularly, especially before the next meeting, to track progress and ensure accountability